Collect the right information

In order to report correct data in your HEPCAT submissions you will need to collect personal information from your students; including their name, address and date of birth.

For students who have deferred their tuition fees through a HELP loan you will also need to allocate a CHESSN and have a process in place to collect and store their tax file number.

The information that you report on your students' units of study must be consistent with your fee schedules and the details provided on your students' CANs.

The following table outlines the key types of information you will need to collect to complete your data submissions to the department.

Students	Courses	Units of study
Enrolment details: name address date of birth citizenship gender disability indigenous status CHESSN & TFNs (for students who access HELP)	Accredited courses: listed on: TEQSA; or training.gov.au Length of the course (e.g. 1 year) Type of course (e.g. diploma) Field of education (e.g. engineering)	Units: cost for students census date length of each unit (EFTSL) e.g. 3 months, half a year Field of education (for a unit of study this is referred to as discipline group code) consistency with published schedule of fees
The VET and Higher Education Student Enrolment files provide further details of data to collect about your students.	The VET and Higher Education Course of Study files provide details of data to collect about your courses.	The VET and Higher Education Student Load Liability files include further details on data to collect about units of study.
The VET Administrative Information for Providers includes detailed information on VET courses, units of study and census dates. The Administrative Information for Providers (AIP): Student Support includes detailed information on higher education courses of study, units of study and census dates.

Return to New Starter toolkit / Return to top